Translation and Interpretation Procedure

Purpose statement

This procedure establishes guidelines for translation of printed materials produced by the Corporation of the Town of Oakville (the town) and the verbal interpretation of town information or services in languages other than English.

Scope

This procedure applies to translation of printed materials published by the town and verbal interpretation of town information or services in languages other than English.

This procedure does not apply to instances where translation is required by legislation.

Procedure

The town values open two-way communications, inclusiveness, transparency and accountability.

English is the language of business for the town and it is a common link with the town’s diverse communities.

Verbal Interpretation

Where required, verbal interpretation services will be available upon request by a contracted outside provider.

Translation of Printed Materials

Printed materials may be translated at the discretion of the department head. The decision to translate written information into languages other than English will be based on the following:

1. Language needs: when information is intended for easily identifiable target audiences, the prominent languages spoken by those audiences shall be determined through census data. When translating town material into an alternate language, that material must also be translated into French, one of Canada’s official languages.
2. Type of town information: priorities may be established based on the nature and type of the information. For example, a document that addresses issues of health, safety or mandatory compliance may be identified as a priority for translation.
3. Costs: the cost of translation for a document will be taken into consideration; for many documents a summary may be more cost effective. Costs for processing translation materials are the responsibility of the department.

Any town materials that are translated will include a statement noting the availability of that material in French and the alternate language(s).

Any translated materials will be posted to the town’s website.

Verbal interpretation services may be used when written translation is not available.

Responsibilities

Departments are responsible for:

•  Translation costs

ServiceOakville is responsible for:

• Verbal interpretation costs

Definitions

Translation: refers to printed materials and means converting text from one language into another for the purposes of communicating information.

Verbal interpretation: means processing spoken words simultaneously into another spoken language for the purposes of communicating information.